Journal

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Journal
  
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Refresh: Updates the current view by reloading the data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • New: Creates a new Manual Journal Entry record in the system.
• Additional filter and action:
  • Date Range: Choose the start and end dates to filter data accordingly.
  • All accounts: Enable this to view data from all accounts within the selected date range.
  • Filter by account: Select a specific account to filter the data. (Visible only when All Accounts is unchecked.)
  • General Ledger Report: Create a general ledger report summarizing all journal transactions for the specified period.
• Data Table: (Note that some of these columns may be hidden in the row details)
  • : Expand row to view more details.
  • : Edit the related transaction (e.g., invoices, purchase orders, manual entries).
    • Mobile View: expand row to access
  • Date: The transaction date.
  • Document Type: Indicates the type of document or transaction (e.g., Sales Invoice, Purchase Invoice).
  • Document: The reference number or ID of the associated document.
  • Account: The account involved in the transaction.
  • Debit: The debit amount recorded for the transaction.
  • Credit: The credit amount recorded for the transaction.
  • Remark: Additional notes or comments related to the transaction.

Manual Journal Entry

• From the Journal Page, click the New button or select the icon on the Manual Entry row to open the Manual Journal entry dialog.
  
• Date: Select the date of the journal entry.
• Entries: Add one or more debit/credit lines for the transaction:
  • Account: Search and select the relevant account.
  • Credit/Debit: Specify whether the amount is a credit or a debit.
  • Amount: Enter the transaction amount.
  • : Edit the selected entry.
  • : Delete the entry.
  • : Save changes (when in edit mode)
  • : Cancel changes (when in edit mode)
• Total Credit: Displays the total credit amount entered.
• Total Debit: Displays the total debit amount entered.
• Amount validation:
  • Both Total Credit and Total Debit must be greater than zero.
  • Total Credit must equal Total Debit for the journal entry to be valid.
• Remark: Add a note or description for the journal entry.
• Creditor/Debtor: Associate the journal entry to a debtor or creditor, these entries will be included in Creditor/Debtor statement.
  • Debtor/Creditor Entry Type: Choose how the entry relates to a debtor or creditor.
    • None: No association to creditor nor debtor.
    • Credit to Debtor (-): Decreases the Accounts Receivable for a debtor.
    • Debit to Debtor (+): Increases the Accounts Receivable for a debtor.
    • Credit to Creditor (-): Increases the Accounts Payable for a creditor.
    • Debit to Creditor (-): Decreases the Accounts Payable for a creditor.
  • Debtor: Search and select an existing customer. (Only visible when the entry is linked to a debtor.)
  • Creditor: Search and select an existing supplier. (Only visible when the entry is linked to a creditor.)

General Ledger

• From the Journal Page, select the desired date range. You may also choose a specific account to filter the journal entries (optional).
• Click General Ledger Report to to generate the report based on the selected filters.

• Letterhead & Title: The report begins with your company’s letterhead, followed by the title “General Ledger” prominently displayed at the top.
• Date Range: Just below the title, the selected date range is clearly shown, indicating the reporting period.
• Account Hierarchy: Accounts are organized in a hierarchical structure:
  • Grouped by Root Type (e.g., Assets, Liabilities, Revenue, Expenses)
  • Followed by Parent Accounts and Sub-Accounts
  • Proper indentation visually reflects the account levels
• Transaction Details: For each account, the report lists individual journal entries, showing:
  • Date: The transaction date.
  • Type: Indicates the type of document or transaction (e.g., Sales Invoice, Purchase Invoice).
  • Document: The reference number or ID of the associated document.
  • Account: The account involved in the transaction.
  • Debit: The debit amount recorded for the transaction.
  • Credit: The credit amount recorded for the transaction.
  • Remark: Additional notes or comments related to the transaction.

Profit and Loss Statement

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Profit and Loss Statement as the Report Type
• Select Periodicity
  • Calendar Month: Summarizes data for calendar month
  • Calendar Quarter: Summarizes data for standard quarters (Q1: Jan-Mar, Q2: Apr-Jun, etc).
  • Calendar Year: Summarizes data for the full calendar year.
  • Financial Period: Summarizes data using custom financial period defined in the system.
• Use left/right arrow to navigate date range based on the selected periodicity, or manually adjust the Date Range.
• Click Generate Report to generate the Profit and Loss statement.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Account: Displays accounts grouped under Revenue, Cost of Goods Sold (COGS), and Expense, organized in a hierarchical structure.
    • Revenue accounts: Income generated from sales or services.
      • Accounts with Revenue root type.
    • Cost of Goods Sold (COGS): Direct costs of producing, purchasing goods or delivering services.
      • Account with Expense root type and Cost of Good Sold checked.
    • Expense: Operating expenses incurred in daily business operations.
      • Account with Expense root type and Cost of Good Sold unchecked.
  • Total Amount: Displays the total income or expense for each corresponding account over the selected period, along with the calculated gross and net profits.
    • Gross Profit: Revenue minus COGS; shows profit before expenses.
    • Net Profit: Final profit after subtracting all expenses from revenue.
• Clicking View Report generates a document that looks like the following:
  

Balance Sheet

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Balance Sheet as the Report Type.
• Choose the desired Date for the report.
• Click Generate Report to generate the Profit and Loss statement.
  • Note: To generate a Balance Sheet, the Financial period and Opening Balances must be properly configured at the selected date.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Account: Displays accounts grouped under Assets, Liabilities, and Equity, organized in a hierarchical structure.
  • Total Amount: Shows the balance of each account as of the selected date.
• Clicking View Report generates a document that looks like the following: